Privacy policy for the Scandinavian Turfgrass and Environment Research Foundation (STERF)

Scandinavian Turfgrass and Environment Research Foundation (org no. 802423-9173) is a foundation registered with the County Administrative Board in Stockholm County, hereinafter referred to as STERF.

Personal data

STERF is the personal data controller for information about grant givers and recipients, collaboration partners, board, as well as short-term registers for mailings and such handling.

When we engage a service provider as personal data assistant, this must be regulated in an assistant agreement. The assistant may only process data according to our instructions. The assistant must guarantee correctness and safety in connection with the assignment.

Fundamental principals

STERF protects personal integrity. Handling personal data correctly and securely is important to us. Those who entrust us with their data must be safe. We comply with the Data Protection Regulation and the other laws and regulations that apply in the field of data protection. Our basic principles are as follows.

• Legality, correctness and transparency. We process data only if we have legal grounds for it and we are transparent towards the data subjects.
• Purpose limitation. We only process data for explicitly stated and legitimate purposes. We also do not change the definitions of the purposes afterwards.
• Task minimization. We only process data that is relevant for the purposes.
• Correctness. We take care to keep information up to date and ensure that it is not manipulated or destroyed.
• Storage minimization. We only process data for as long as necessary.
• Privacy and confidentiality. We process data securely.

Treatment register

As a personal data controller, we have a list of the treatments we carry out (a treatment register). The processing register, a separate document, shows, among other things, our purposes for processing, which groups of data subjects are affected, which types of data we process and our legal basis.

Groups of registered persons

The groups of people registered by STERF include, among other things, grant givers and recipients, collaboration partners, interested parties and the board. We mainly process personal data about- interested parties who want our newsletter, or other information to be shared.

– participants in activities and trainings.

– contact persons at partners and suppliers

– contact persons in the business-related organizations / networks in which we are involved.

– grant giver,

– taker for our projects

Common is that the personal data is processed in word processing programs, publishing tools, calculation programs and e-mail programs, as well as in image and sound recordings.

Types of personal data

The types of personal data we process depend on the group of people and the current purpose. We only process data that is relevant for the purpose. The information we provide to the data subject in connection with us processing her/his data must always describe the types of personal data we process.

Social security number

We only process information about social security numbers or coordination numbers when it is clearly justified with regard to the purpose, the importance of secure identification or any other considerable reason. 

Our legal bases when we process personal data

STERF always makes sure to have a legal basis for processing personal data.AgreementThe most common legal basis for us is that there is a contractual relationship with a grant recipient, supplier or collaboration partner. We need to process data to fulfill the agreement. We may also need to take measures at the request of the data subject before entering into an agreement and also for some time after the agreement has ended.Legal requirementsWe may be required by law. This applies, among other things, to areas such as financial accounting and labor law. We must process data to fulfill a legal obligation.Balance of interestsWe may have a balancing of interests as a legal basis. We need to process data for a purpose related to our legitimate interests. Every balancing of interests must be documented. A registered person has the right to object to us continuing to process her/his data with the balance of interests as support.ConsentIf we cannot rely on an agreement, a legal requirement or a balancing of interests, we must obtain consent. The person who consents must receive clear and unambiguous information about what the consent refers to. Consent can be revoked at any time.

Our information to the registered persons

STERF wants a transparent approach towards the registered persons. Information to them must be clear and concise. STERF does not pass on collected personal data for marketing purposes, we do not sell personal data and do not allow third parties to access our records or email management.We always inform about our identity, the purposes, the legal basis, the types of data we process and how long we will process them. The registered person must receive information about how he/she can exercise his/her rights. This applies to the right to request access to data, the right to request correction or deletion of data and the right to submit complaints to the supervisory authority Datainspektionen. In addition to the fact that it is a right for the data subject, it is also in our interest that the information is complete and correct. Contact details for the person who processes data must always be included in the information we provide. The registrant can also always contact our board, who can be reached via info@sterf.org.

Our principles for storing and disposing of personal data

STERF processes data only for as long as necessary. Depending on different legal bases for different types of data, we may need to store them for different lengths of time. We make sure to weed out the information we no longer need for a specific purpose.

Contact details for data protection issues

Regarding questions about personal data, you are welcome to contact us at: STERF – Scandinavian Turfgrass and Environment Research FoundationPostal address: Box 11016, 100 61 StockholmVisiting address: Idrottens Hus, Skansbrogatan 7, StockholmPhone: 08-622 15 27
Email: maria@sterf.org
Links to more information

• EU data protection regulation in Swedish translation:
http://eur-lex.europa.eu/legal-content/SV/TXT/HTML/?uri=CELEX:32016R0679

• Law with supplementary provisions to the EU’s data protection regulation:
https://www.svenskforfattningsamling.se/doc/2018218.html

• The supervisory authority Datainspektionen: https://www.datainspektionen.se 

Document owner: Bruno Hedlund 20181112